Frequently Asked Questions

All graduate students enrolled at UNC Charlotte can apply for travel funding. However, active members of a Graduate Student Organization are eligible to receive more funds per travel and per year:

At-large students (those not an active member of a GSO):

  • are part of the "at-large student group" by default
  • are eligible for up to a total of $400 of GPSG Travel Funding per fiscal year (from June 1st until May 31st)
  • are eligible to receive up to $250 for attending and $400 for presenting at a conference/symposium

As a whole, the at-large student group is eligible for up to 7% of GPSG's Travel budget during the Summer and Fall terms and up to 7% of GPSG's Travel budget during the Spring semester.

Members of a chartered Graduate Student Organization (GSO):

  • are eligible for up to a total of $800 of GPSG Travel Funding per fiscal year (from June 1st until May 31st)
  • are eligible to receive up to $300 for attending and $500 for presenting at a conference/symposium. As a proof of active membership, the following information will be asked in the online application form:
    • Name of GSO
    • E-mail address of GSO's Treasurer.  They must approve of application before the deadline of the appropriated application window.  Otherwise, the applicant will be considered as a student at-large.

The GPSG's student travel money is allocated on a first-come first-serve basis.

After the application window has closed, the GPSG Finance Committee will review all received submissions. Based on the eligibility criteria, ithe Committee will approve or deny each application. Recipients will then be contacted by the GPSG to notify of their decision and, if denied, provide the reasons for denial.

If you are an employee on campus (e.g.: Research Assistant, Teaching Assistant, Graduate Assistant) you need to note this information in the online application form.

This will not affect your eligibility for Travel Funding.

If you are receiving funding from other sources (e.g. your academic department) to travel to the conference/symposium, you need to note this information in the online application form.

This will not affect your eligibility for Travel Funding.

If your department is supplementing your travel and prepays for any expenses or reimburses you with money that was supposed be from GPSG, your department will not be reimbursed. GPSG will not transfer any money to another department for any reason. 

The reimbursement will be processed as a scholarship, which will be deposited into the bank account on file or mailed to the current address on file with the University. 

Hotels

If you share a room with someone and both of you want to be reimbursed, you will need to get the hotel to split the bill for each night stayed. Make sure to tell the hotel when you are checking in that you will need separate receipts for each person in each room for each day. Otherwise, only one will get reimbursed. There is a per person per day maximum on how much can be reimbursed for hotel costs which is mandated by the State of North Carolina. No charges will be reimbursed outside of the amounts below. The following maximum state rates will be reimbursed:

  • In state - $71.20 per night + tax
  • Out of state - $84.10 per night + tax

Please note that hotel amenity charges such as Internet fees or phone calls will not be reimbursed.

Registration

A receipt showing how much was paid, how it was paid, and who it was paid to must be turned in for reimburstment of any registration expenses. Membership fees will not be reimbursed. 

Airfare

Keep your boarding pass and/or baggage claim ticket as well as the receipt you got when you purchased the ticket. 

Mileage

Mileage will be funded at $.17 per mile.

Presentation Documentation

If you were awarded money for presenting at your conference, you will need to submit proof of your presentation. A conference program showing your name will be accepted.

Meals

You are eligible to receive a reimbursement for money spent on food not provided by the conference. In order to be reimbursed for purchased meals, both an itemized receipt showing the items ordered and the payment receipt. The Student Activity Fees Commission will not reimburse any alcohol purchases. Meals will be reimbursed at the state rate regardless if you spent more than allowed. If you spent less than the state rate, you will be reimbursed for the actual amount spent. The following maximum state per diem rates will be reimbursed:

In state                                                     Out of state

Breakfast - $8.40                                       Breakfast - $8.40

Lunch - $11.00                                          Lunch - $11.00

Dinner - $18.90                                         Dinner - $21.60

Submit the Travel Settlement and Evaluation Form within two weeks after your return from traveling for review by the GPSG Treasurer and SAFC Business Manager. 

You will be reimbursed up to the amount you were awarded, assuming that you have receipts for all claims, that you fall under the State mandated per diems, and that you have submitted the travel settlement form.